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Bylaws

Part 1: General
Chapter 4. Codifying and Changing Legislation; Elections Procedures

115. 
Elections and Mail Ballots
  • A)
    Subject to the provisions in these Manual, all elections and ballots within the Division are to be conducted by paper or electronic means. The Vice Chair of the Division shall have the discretion to decide whether the election or ballot shall be conducted by mail or electronic voting. Throughout this Manual, the term “mail ballot” shall denote either a paper mail or an electronic ballot. Am 5/22/12
  • B)
    Time of Election
    Each election, other than those required to replace someone who has resigned, shall be completed before the meeting of the Academic Council which falls prior to the last spring meeting of the Assembly of the Academic Senate.
  • C)
    Notice of Election
    In the case of all members of the Committee on Committees and officers of the Division to be elected by ballot by the Division, not less than thirty calendar days prior to the date of such election the Vice Chair of the Division shall distribute a notice of the election to each member of the Division. Am 5/27/03
  • D)
    Nominations
    Within ten calendar days thereafter it shall be the privilege of any five ordinary members of the Division to nominate in writing a candidate, or if there is more than one position to be filled, candidates not exceeding the number of positions to be filled, by filing with the Vice Chair of the Division, not later than ten days from the receipt of the notice of such election, a statement of such nomination signed by them.  This statement shall certify that the nominee will accept the nomination.  The Committee on Committees shall nominate the necessary number of candidates to ensure a minimum of two candidates for each office, and the Representative Assembly shall nominate the necessary number of candidates to ensure a minimum of  two candidates for each pending vacancy on the Committee on Committees. Am 2/27/90, Rt 3/14/90, Am 5/22/12
  • E)

    Ballots Am 5/22/12
    No less than ten days before the date of the election, the Vice Chair of the Division shall provide to the members of the Division, either through the mail or electronically, a ballot contain­ing, in alphabetical order, the names of those persons who have been nominated as prescribed in Bylaw 115(C).  Nominees of the Committee on Committees and Representative Assembly shall be so labeled on the ballot.  This ballot shall contain a statement of the date by which it must be returned to the Vice Chair or a deadline for electronic voting, this being the date of the election. 

    • 1)
      In the case of paper mail ballots, there shall accompany the ballot a plain white envelope in which the voter, after marking the ballot, must enclose it, and a further envelope addressed to the Vice Chair in which the said plain envelope shall be returned to the Vice Chair.  Upon the envelope addressed to the Vice Chair there shall be a space for the signature of the voter, and no ballot shall be counted unless such signature appears on said envelope.
    • 2)
      In the case of electronic voting, each voter will have access to a secure, web-based voting system that will authenticate the voter’s identity and maintain the confidentiality of the voting process. The voting system shall be designed so that once a vote is cast, neither the voter nor anyone with access to the system can change the vote.
    • 3)
      If a Senate member prefers a paper ballot, the Senate Office will make one available upon written request. If a voter submits both an electronic and a paper ballot, the electronic ballot will take precedence and the paper ballot will be destroyed prior to the count Am 2/27/90, Rt 3/14/90
  • F)
    The Office shall proceed to count the ballots, and within ten calendar days certify the results to the Vice Chair of the Division.  The Vice Chair shall announce the results of the election at the next meeting of the Representative Assembly or the Division. Am 10/25/77, Am 2/27/90, Rt 3/14/90
  • G)
    Members of the Committee on Committees are elected in the manner described in Bylaw 185(B).  Members of the Representative Assembly are elected as described in Bylaw 82(A).  Divisional Representatives are elected in the manner described in Bylaw 35(D).  Other candidates are elected if they receive a majority vote on the first ballot.  If all the places to be filled are not filled on the first ballot, a second ballot shall be taken to fill the remaining vacancies.  This ballot shall contain the names of those not already declared elected, who receive the highest numbers of votes on the first ballot up to but not exceeding twice the number still remaining to be elected; provided that if ties exist in the case of the last place or places so determined the names of all those tied for the last place or places shall be included.  Those receiving the highest number of votes shall be declared elected.
    • 1)
      If the necessity of a second ballot arises, the Vice Chair of the Division shall distribute said ballot within five calendar days of notification by the Office of the results of the first ballot. This ballot shall contain a statement of the date by which it must be returned to the Vice Chair, this date being ten calendar days after it has been distributed. All other provisions of this section governing ballots shall apply, except for the changes provided in this paragraph with respect to time of deposition of ballots and time of election. Am 10/25/77, Am 2/27/90, Rt 3/14/90, Am 5/22/12
  • H)
    If under these Bylaws a meeting of the Representative Assembly or the Division instructs the Vice Chair to put a measure to mail ballot, within ten days of instruction after the meeting the Vice Chair shall prepare and send to each voting member a ballot containing all appropriate texts, and a brief summary of such arguments as have been submitted to him within three days of instruction after the meeting.   The procedure in distributing and return of ballots shall be that described in (E) above.  All ballots received within twenty days of instruction of the meeting shall be  counted by the Office, which shall report the results to the Vice Chair of the Division within twenty-two days of instruction of said meeting.  The Vice Chair shall announce the number of votes cast for and against the measure, as well as the number of invalid votes, at the next meeting of the Representative Assembly or the Division, or earlier if so instructed. Am 10/25/77, Am 2/27/90, Rt 3/14/90, Am 10/27/92, Am 5/22/12